Welcome to the Purchasing Division of the City of that the purchase will eventually be made by a In addition to the specifications, certain each project. Contact the Purchasing Department Modesto. We appreciate your interest and hope competitive bid and what you spend for expensive terms and conditions governing purchases are also for further information on this plan. this brief guide will be of benefit to you as a designs, demonstrations and layouts does not outlined in the bid form. Award is made to the prospective new supplier or as one of our present guarantee you an order. Specifications prepared by vendor who meets the specifications, terms and BID AND PERFORMANCE BONDS: Bid and suppliers. Our aim is to be helpful to you in your City Departments are carefully reviewed by conditions stated, including the delivery Performance bonds are required only when it is sales effort and to promote a climate for good Purchasing to eliminate undue restrictions and requirements, and offers the lowest price. Cash absolutely necessary to protect the interests of the business relationships with the City of Modesto. other limitations, which unnecessarily reduce discounts are encouraged and may be considered in City, and they may be required on certain This pamphlet will outline our purchasing competition. The Purchase will eventually be the award. purchases, depending on the complexity of the procedures, and our policies affecting purchasing. made from the lowest responsive and responsible procurement and dollar value. Should you need more information, please feel free bidder meeting these objective specifications. SHIPMENT: Deliveries in almost all cases are to contact us. required to be made to the City, FOB: destination. BLANKET PURCHASE ORDERS: A Blanket BIDDERS LIST: The City has an online system Purchase Order allows a vendor to sell goods to the PURPOSE which allows vendors to register online to DELIVERY: Requirements for delivery are City on an as-needed basis at specific prices or It is the Purchasing Division’s purpose to maintain automatically receive bid notifications. The online specified on all bids and purchase orders. Failure under a specific pricing formula, for a specified continuity of services and supplies to support the registration system allows vendors to receive to meet the specified date may cause cancellation period of time (one fiscal year or less). A vendor various city departments enabling them to provide automatic notification of bids for vendor-selected of the order and will reflect on the vendor’s holding a Blanket Purchase Order does NOT ship their services to the public. The Purchasing commodity codes. The vendor online system can performance rating. goods until an authorized City employee issue a Division’s goal is to obtain the best overall value to be accessed from the City’s home page at written or verbal release for specific goods to be the City, consistent with the quality and quantity www.modestogov.com . INSPECTIONS supplied pursuant to the Blanket Purchase Order. required. City specifications define the quality and Only items which are described on the Blanket BID RESULTS: After the due date, bid awards are performance required of each purchase. Variations Purchase Order may be purchased. The vendor ORGANIZATION a matter of public record. Abstracts of written bids from the specifications make a shipment subject to should reference the Blanket Purchase Order Purchasing services for all city departments are showing prices and awards are available for your rejection. In addition to quality condition checks at number on all invoices. centralized under the City Purchasing Manager. inspection. Due to the quantity of bids received, delivery, purchases are subject to inspection for The Purchasing Manager has sole authority under we are unable to furnish copies of the abstract or conformity with specifications. Such inspections CHANGE ORDERS: The Purchase Order is the the City Charter and Municipal Code to purchase accept telephone inquiries as to bid results. Formal may be made at the supplier’s plant, upon delivery, City’s contact with the vendor. Therefore, any personal property and services for the City. bids results will be posted online. or when the items are later applied to their intended change to that contract must be in writing and Vendors are encouraged to contact the Purchasing use. A vendor’s record of compliance with authorized by the Purchasing Manager. Division Buyers to discuss the City’s requirements It should be understood that a formal bid specifications is an important factor in evaluating Department personnel may NOT make changes to for goods and services. Do not ship materials or constitutes an offer to enter into a contract with the buying sources. the Purchase Order. initiate any services without a Purchase Order City which, if accepted, is binding upon you. If Number. your bid is accepted, your contract will hold you to OTHER REQUIREMENTS TAX: The City is exempted from federal excise tax all the terms and conditions of the bid INSURANCE: In all instances in which vendor by federal law. Prices quoted by vendors shall POLICIES AND PROCEDURES specification. personnel enter City of Modesto property to repair, include sales or use tax, unless otherwise BIDS: It is the City’s policy to obtain competitive install, service, construct, etc., the City of Modesto requested; all applicable taxes should be included bids whenever possible. Written bids are the PROTEST AND APPEAL PROCEDURES: In requires General Liability and Auto Liability on invoices. Use tax is paid directly to out-of-state primary means of obtaining prices; phone order to maintain fairness and impartiality, the City Insurance for not less than $1,000,000. The vendors, if the vendor is licensed to collect such quotations are solicited when practical. All written has established a bid protest and appeal procedure. Certificate required must also name the City of tax. bids are due on the date and time specified on the A copy of the procedure can be obtained by Modesto as additional insured, and must include bid form. Emergency purchases may be made contracting the City of Modesto Purchasing Office Workers’ Compensation Insurance coverage. BILLING: The purchase order number must without the use of the public notice or sealed bid at (209) 577-5405. Whenever insurance is required on a Purchase appear on all invoices, shipping tags, and all procedure. Order, the vendor will be supplied with complete correspondence relevant to the order. Sometimes a vendor will expend SPECIFICATIONS: Written specifications are requirements for coverage. Some vendors have considerable time and money in presenting his/her used in the bidding process to describe the level of their carriers issue the Certificate to cover “all PAYMENT: Payment is made to the vendor after product to an individual city department in the quality required; unless otherwise specified, all operations” for the City of Modesto. This receipt of invoice in triplicate and delivery and hopes of making a sale. If you do this, remember merchandise purchased is new and unused. eliminates the need to provide a Certificate for acceptance of material on the purchase order. Partial payments can be arranged if necessary. The operation of the office or department involved, or STANDARDS OF PURCHASING PRACTICE Invoice Processing Section of the Finance which are immediately necessary for the 1. To regard Public Service as a sacred trust, giving VENDOR’S GUIDE Department will process invoices and receiving preservation of life or property. Be assured that primary consideration to the interests of the reports and forward to the City Clerk who will true emergency purchases at such times without governmental unit by whom we are employed. issue checks for payment to the vendor. Using Purchase Order numbers will be approved. TO DOING BUSINESS 2. To purchase the best value obtainable, securing the departments are not responsible for payment to maximum benefit for each tax dollar expended vendors, and all invoices are to be sent to Accounts RECYCLING: Consideration will be given for Payable. products that contain recycled material or have the 3. To avoid sharp practices, giving all qualified WITH THE potential of being recycled, if fitness, quality, vendors an equal opportunity. EQUAL OPPORTUNITY: It is the policy of the purpose and prices are equal. City of Modesto to encourage equal opportunity in 4. To respect our obligations and to require that CITY OF MODESTO all of its contracts for goods and services. We see BUY LOCAL: Preference shall be given to the obligations to us and our governmental unit be new and small businesses as an important part of a purchase of supplies and materials from local respected. competitive bid process, which deserve our merchants, quality and price being equal. Local 5. To accord vendor representatives the same encouragement and help. merchants who have a business location within the treatment we should like to receive, remembering City and a current City business license shall be that they are important sources of information and GIFTS AND GRATUITIES: The City of granted a two (2) percent bid preference. The two assistance in our buying problems. Modesto maintains a strict policy prohibiting the (2) percent bid preference is based on the amount acceptance by its employees, or gifts and/or of that portion of the bid which is subject to sales 6. To strive constantly for greater knowledge of gratuities from any supplier or potential supplier. tax. Some exceptions do apply. purchasing methods and of the materials we buy. SALES CALLS AND CONTRACTS SUMMARY: We hope this brief outline has 7. To be receptive to counsel from our colleagues and Office hours are from 8:00 a.m. to 4:30 p.m., helped you in understanding our Department and to cooperate with them to promote a spirit of unity. Monday through Friday. We will try to see you on its purpose. 8. To conduct ourselves with fairness and dignity and the first visit even if you have not called for an to demand honesty and truth in buying and selling. appointment. However, the buyers specifically We know that we can assist you by: assigned to your product lines may not be • Directing your attention to our web site which lists 9. To cooperate with all organizations and individuals FINANCE DEPARTMENT available. In order to conserve your time and our preesent needs. engaged in enhancing the development and standing Purchasing Division ensure you an adequate hearing, we urge you to • Consolidating our requirements. of the Purchasing profession. P.O. Box 642 make a definite appointment before coming to the • Arranging for demonstrations before the proper Modesto, CA 95353 Purchasing Division. Routine “courtesy” visits are people. 10. To remember that everything we do reflects on the (209) 577-5405 not encouraged. • Aiding in obtaining the greatest yield for your time entire Purchasing profession, and to govern our FAX (209) 544-8821 and effort every action accordingly. All sales representatives should deal directly with the Purchasing Division. No one We hope you will help us by: outside the Purchasing Division can commit the • Keeping us informed concerning new items and City to a purchase. Do not ship materials or initiate tends. any services without a Purchase Order number. • Remembering that contractual commitments may Doing so puts the vendor at risk of not getting paid only be made by purchasing personnel. for unauthorized sales. • Checking with us before leaving demonstration or loaner equipment or supplies with departments. EXCEPTION: There are obviously tines during • Aiding us in obtaining the greatest yield for our emergencies when an order must be placed by City time, effort and the taxpayer’s dollars. personnel after hours or on weekends, times when the Purchasing office is normally closed. When we do conduct business with you, it is our Emergency purchases may be made for items desire to have you feel that each transaction has which are immediately necessary for the continued been satisfactorily concluded.
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